Staff Assistant I - Ocala, United States - Marion County, FL

Description

JOB SUMMARY
Responsible for providing administrative, clerical, secretarial and reception support for the administrative and program staff of the department.


ESSENTIAL JOB FUNCTIONS

• Takes and transcribes notes, prepares drafts of notes, and after editing and proofing by Department Manager, finalizes the same.
• Types various department specific documentation, e.g., letters, statements, narrative and statistical reports, minutes, agendas, court orders, and case files.
• Prepares correspondence and recurring reports, with some direction, for supervisor's signature.
• Arranges for meetings and conferences and may take notes.
• Maintains control files of matters in progress and follows up to ensure that actions are completed.
• Processes work orders or documents requiring office procedural knowledge. Coordinates some office functions with other county departments.
• Performs as a receptionist. Greets and refers customers and visitors both pleasantly and courteously.
• Answers telephone system, makes referrals, takes messages, and directs incoming calls appropriately. Requires accurate, concise, and legible handwriting.
• Sorts and distributes mail and replenishes office supplies and files. Performs prompt and responsible forwarding of messages and routing of calls.
• Duplicates, collates, and prepares for mailing a variety of documentation, e.g., agency reports, lists, correspondence, and grants.
• Provides information within scope of knowledge or refers customers to appropriate individuals.
• Responds to telephone inquiries from the public and other departments when information requested is specifically provided and known, such as from published records, specific deliveries and procedures, and calendar of events, or within established department guidelines.
• Uses office machines such as typewriter, adding machine, cash register, mail room equipment, photocopier, and other standard office equipment.
• Provides excellent customer service to members of the general public and other County employees. Personal contact occurs with other employees of the unit, employees of other departments in the County, citizens, and customers of the department. Service is provided in person or by phone contact.
• Implements the organization's guiding principles and core values.
• Performs other related job duties as assigned.

SUPERVISION
This position has no supervisory responsibilities.


QUALIFICATIONS

Education and Experience:

High school diploma or equivalent; and six (6) months' experience in administrative/secretarial support; or an equivalent combination of education and experience.

Licenses or Certifications:
Possession of a valid, State of Florida driver's license to operate a motor vehicle. Requirement exists at the time of hire and as a condition of continued employment.


Knowledge, Skills, and Abilities:
Language Skills

• Ability to read and interpret documents such as safety rules, operating and maintenance instructions, and procedure manuals.
• Ability to write routine reports and correspondence.
• Ability to speak effectively to groups of customers or employees of the department.

Mathematical Skills

• Ability to add, subtract, multiply, and divide in all units of measure, using whole numbers, common fractions, and decimals.
• Ability to compute rate and percent and ability to draw bar graphs.

Problem-Solving Ability

• Ability to apply common sense understanding to carry out detailed but uninvolved written or oral instructions.
• Ability to deal with problems involving a few concrete variables in standardized situations.
• Ability to exercise some judgment in selection of procedures, methods, tools, or equipment to own work to accomplish tasks.

Specialized Skills and Abilities

• Knowledge of modern office methods and procedures, filing, telephone techniques, and office equipment.
• Knowledge of business English usage, spelling, grammar, and punctuation.
• Skill in customer service.
• Ability to perform secretarial and clerical duties with speed and accuracy without immediate and constant supervision.
• Ability to learn, interpret, and apply local ordinances and resolutions.
• Ability to establish and maintain working relationships with coworkers and the general public and to use sound judgment in recognizing scope of authority.
• Ability to work efficiently and accurately in an atmosphere of frequent interruption.
• Ability to remain calm in stressful situations.
• Ability to take a teamwork approach to the job by cooperating with others, offering to help others when needed, and considering larger organization or team goals rather than individual concerns. Includes the ability to build a constructive team spirit where team members are committed to the goals and objectives of the team.

PHYSICAL DEMANDS

The work is sedentary work which requires exerting up to 50 pounds of force occasionally and/or negligible amount of force frequently or constantly to lift, carry, push, pull or otherwise move objects, including the human body.

While performing the duties of this job, the employee will occasionally be required to use hands to finger, handle, or feel; reach with hands and arms; will regularly be required to stand, walk, and sit; and will frequently be required to talk and hear.

WORK ENVIRONMENT
Work is performed primarily in an indoor environment with limited exposure to adverse environmental conditions.

Marion County has the right to revise this job description at any time. This description does not represent in any way a contract of employment.